Sourcing - How to Create a Negotiation

Transcription

1 Martin Baker Secure Source-To-Pay Sourcing - How to Create a Negotiation December 07

2 Contents To Create a Project... To Create a Negotiation... 5 Attachments... 7 Private File Archive... 7 Creating Lines, Lots and Groups... 8 To Add a Line to a Negotiation... 9 Lots... 9 Groups... 0 Download Excel Templates and Create or Edit using Export /Import Facility... Creating New Columns... Editing Name of the Columns... 5 To Edit Columns... 5 Export... 6 Import New Content Using the Excel Template... 7 Use of Standard Questionnaires... 7 Modify Library... 8 To Manage Folders in the Library... 8 To Edit a Library Folder Name... 9 Add Selected to Library... 0 Preview PDF... 0 Other Options... Creating a Questionnaire... To Edit a Content Element Online... Document Formatting... To Insert a Header and Indent... To Add a Label... To Add a Paragraph... 5 To Add Attachment Upload Question... 7 To Add a Free Text Question... 7 To Add a Checkbox List Question... 9 To Add a Validated Data Question... To Add a Date Answer Type Question... To Create a Matrix... 5 To Upload Matrix Content... 7 To Create a Question Tag... 9 To Add a URL... 0 To Insert a Table... 0

3 To Add a Page Break... To Insert a Page Start... To Create a Section... To Add a Product List for a Supplier s Price Response... To Add a Product List by Columns for a Supplier s Price Response... To Edit a Template... To Modify or Delete the Edited Template... 5 To Add Suppliers to a Negotiation... 6 To Edit a Team Member s Role... 7 To Add a Team Member... 7 Add Alert... 8 To Set an Alert... 8 To Edit an Alert... 9 To Send a Message To Send a Clarification... 5 To Edit or Delete a Clarification... 5 RFx Results Export Options:... 5 Analysis Tab... 5 To Publish a Negotiation To Send a Negotiation for Review... 57

4 How to Create a Negotiation The erfx functionality supports the creation of a procurement process consisting of configured or user defined steps that build up to form a complete project. This section details key elements of the erfx creation. The project can contain several events or sourcing stages. The naming of these event formats is configurable to the required terminology and process, but they all utilize the same erfx functionality. Creating a Negotiation Before you can create a negotiation, you will need to create a project. To Create a Project. Select Negotiations from the navigation menu, or click the Negotiations option in the main page area.. Click Add New Project.. Enter the project Information and click Save Project Summary to create the new project.

5 To Create a Negotiation Once you have created a project, you can create a Negotiation.. Working within the Project View page, click Create New Negotiation.. Complete all of the information for the negotiation including: Enter a Negotiation Name and Description. Select the negotiation type from the dropdown: RFI, PQQ, RFQ, EoI or Auction. Select the Event Classification type: Live, Test or Training. Define the Time of the project. Enter data in the Progress From field to define the start progress. You can progress by selecting Start from new or amend the event that has been created in the past. Select Scoring Mode include Average, Latest, Priority or Weighted. The average is based on the average of scores given to each question. The latest is the last person to apply the score. Priority and weighted are based on weighting being applied to users. The average and the latest scoring modes are used most frequently. The Creator and Date Created fields are pre-populated. The Creator can be edited once the negotiation is saved. Enter the Closing Date field using the calendar control.. Once all of the fields have been completed, click Save Negotiation. Note: Once the basic set of information is captured in the Header tab, you can progress to the management of the event. 5

6 Header Tab Once the high-level header details have been saved, the Header summary tab will display event actions and will provide access to a number of additional tabs across the screen including Attachments, Lines, Questionnaire, Templates, Suppliers, Team, Reminders, Communication, Monitoring, Analysis, Journal and Publish. You can manage the following elements of your erfx by clicking on the Event Actions. Edit Event: Allows you to edit the header details for a particular event. Depending on the status of the event, some fields may no longer be editable. View Project: Allows you to view the project details section for an event. Move Event: Allows you to move an event to a different project which you have access to. Copy Event: Allows you to make a copy of the event. The new event can be within the current project or another project that you have access to. Event Currency: Allows you to edit the event currencies. 6

7 Attachments Tab The Attachments Tab allows users to attach various documents to the erfx. Available to suppliers on event publication requiring confirmation of acceptance prior to viewing the negotiation (e.g. Terms and Conditions, NDA, SLA, Payment Terms). This section can be used as a gateway to ensure that suppliers agree to your terms before progressing to the actual negotiation document. Available to suppliers on event publication for download as part of the negotiation. Private File Archive for team event documents is visible only to the buying team. Private File Archive stores all supplier submissions provided as part of the negotiation. Attachments To Add an Attachment. Select Attachment Type (File or URL) from dropdown list.. Browse to locate the document on your local drive or paste the URL.. Enter the attachment description in the Attachment Description field.. Click Upload to upload the file or Attach the URL. Private File Archive. Type in the File Reference and Attachment Description.. Browse to locate the document.. Click Upload to upload the file. 7

8 Lines Tab The lines tab allows for the creation of line level attributes for price and none price information or data collection. Note: Lines ONLY become visible to suppliers when they are incorporated into the questionnaire using the Product List or Product List by Column question type and are not editable after publishing. Creating Lines, Lots and Groups Below is an outline of the lines structures that can be used in creating the Product List or Product List by Column type pricing matrix. For Product List content types, ONLY standalone lines are displayed. Lines Lines are individual negotiation lines which can be standalone or can form a part of Lots or Groups. They can include a number of basic attributes including: Image, Description, Product Code, Quantity, Unit of Measure, Historic Unit Price, Default Start Price, Mandatory and Price. Additional description columns can be added that may be made visible to suppliers. Multiple price attributes can be entered by the suppliers per line item provided the columns are configured as supplier editable. The suppliers can be forced to bid on all or specific lines. Note: Lots and Groups are only applicable to the Product List by Column content type. 8

9 To Add a Line to a Negotiation. Click Edit.. Click Add Line.. Attach Images if required. Enter Description and Browse the File. Click Upload button or click Back to lines to cancel.. Enter the line item attributes such as Description, Product Code, Quantity, Unit of Measure, Historic Unit Price, and Default Start Price. 5. Check the Mandatory box if required. This will force the supplier to enter a price for this line item. 6. Click Commit All Changes button to save. 6 5 Lots Lots are sets of items that are listed individually, each with their own attributes, but are bundled together so that there is one price for the total Lot (instead of individual values for each item). This is required to be entered by suppliers.. Click Edit. 9

10 . Click Add New Lot or Edit Lot Click Add Line.. Enter line item attributes. Repeat the Add Lines process as many times as needed. 5. If historic or start prices have been entered, click Total. 6. Click Commit All Changes to save. Groups Within a Group there must be one or more lines. You may have any number of Groups. The supplier can enter a price for each individual item within the group. The sum value all items at a group level will also display.. Click Edit.. Click Add Group or Edit Group Description. 5. Click Add Line next to Group Description that you want to add lines to.. Enter line item attributes. Repeat Add Lines as many times as needed. 5. Click Commit All Changes to save. 0

11 Deleting To delete a Line, Lot or Group, follow the instructions below.. Click Edit.. Check the selected box for the Lines, Lots or Groups to delete or click Delete All Lines.. Click Discard Changes to restore changes (if required) before confirming deletions.. Click Commit All Changes. Note: Lines, Groups and Lots can be also be added, edited and deleted using the Excel Export/Import template. Download Excel Templates and Create or Edit using Export /Import Facility Download Excel Templates The application supports several pricing models such as Lines, Groups and Lots. These can be created and edited not only online, but also via the use of the Excel templates functionality. Standard templates can be downloaded in the required template format for users to work from.. Click Download Excel Examples button.. Select the template example you wish to use, click Download.. Click Save to save the template to your local drive.. Click Open to open the template for viewing or restricted editing.

12 The standard columns are displayed in the template with their fixed attributes. The standard column headings can be edited, but not the data type or options. More columns can be added with selectable visibility and data type options. The visibility options are Buyer Only, Supplier Visible and Supplier Editable. There are a number of data type options available such as free text, decimal number, whole number, checkbox and drop-down option. To Create or Edit via Excel Templates. Click Export Lines and open the template.. To save the template to your local drive, select Save. Choose Open to open the Excel file.. To Create Lines complete columns B and F to M. You can add more columns if required.. To Create Lots and Lot Lines complete columns B to C and E for the Lot Description and columns D and F to M for the Lines. 5. To Create Groups and Group Lines complete columns B to C and E for the Group description. For the Group Lines, complete columns D and F to M. 6. To Delete an existing Line, Group or Lot; set column B to [y]. 7. Save the spreadsheet in the required format to your local drive (e.g. Excel format). 8. Click Import. 9. Click Browse and select the file. Click Import. 8 9

13 0. Click Lot Totals button (if required). 0. Click Commit All Changes button to save. Creating New Columns User specific columns can be created within the Lines tab. These columns are applied to all lines within the event. The user defined columns can then be made visible to suppliers using the Product List by Column content format within the Questionnaire tab. The creation of user defined attributes and questions allow multiple data collection tables to be created using the lines functionality in combination with the Product List by Column content format. To Create a New Column. Click Edit, then Add Column.. Type in column Title, select Data Type from the dropdown list. Complete data type specific attributes.. If required, set Default field setting.. If required, Set Score field. 5. Set Supplier Access dropdown list: 6. Click Save. None Visible ONLY to the buyer. Read Only Visible to suppliers. Answerable Visible to suppliers and requires suppliers to provide their input. 5 6

14 DATA TYPE ATTRIBUTES: Date Decimal Number Monetary Value Free Text Set Max Text Length 0 to 000 characters Options Tick Box (Checkbox) Whole Number. Click Add Option to add options.. If required, enter Text and Score.. Click Refresh to set options for Default setting.. Type score if no scores have been assigned at the Option level.

15 Editing Name of the Columns To Edit Columns. Click Edit.. Click Column heading link to be edited.. Make changes and Click Save. Note: Columns can ONLY be edited when event is in Draft status. Questionnaire Tab The Questionnaire tab allows the creation of the web based documents that can incorporate various question types. Files of different formats can be attached, both for the questions and responses, within the questionnaire. Scores can be assigned to questions. Their responses and the sections of questions can be assigned weighting (For example, the Finance section amounts to 0% of the overall evaluation criteria). The questionnaire can be created online or offline via the Excel export/import functionality. Libraries of question content and standard templates can be created and used to drive standardized sourcing methodology and increase procurement process efficiency and effectiveness. The questionnaire can take the form of a negotiation document, request for quote or information. The created questionnaire can be viewed online and in a PDF format (which can be printed). 5

16 . Click Import or Export.. Use Standard Questionnaire, Modify Library, Add Selected to Library, Preview PDF, Delete Selected or Select All will allow you to manage the questionnaire.. Select Click here to add new content.. Select Click here to add from Library to add a question from the library. Export To export a questionnaire, follow the instructions below:. Click Export button and check your folder Downloads on your local drive.. Open the downloaded file to view the questionnaire in Excel format. 6

17 Import New Content Using the Excel Template. To import a questionnaire from Excel, click Import.. Click Browse to locate the completed questionnaire template and select file to upload.. Once the file has been selected, click Import to import the saved document.. The system fill show a confirmation indicating the successful import. Alternatively, the system will highlight any errors that need correcting in order to import the file. Use of Standard Questionnaires The system allows the use of standard templates which can be a powerful tool to drive efficiencies within an organization. They can significantly be a best practice for sharing, increase user adoption, aid enterprise visibility, and facilitate efficient and compliant sourcing processes. To create new content from the Standard Questionnaire Library, follow the instructions below:. Click Use Standard Questionnaire.. Select the Standard Questionnaire in the dropdown list you want to add.. Click Insert. 7

18 Modify Library The question library can be used to store content elements which can be embedded into a negotiation document instead of having to create a new questionnaire. The library can be organized using folder and sub folder structure to ensure that users always know where to find activities in the system. My Library is the user s own library where they can add standard content to and edit. The Modify Library function allows the user to create folders and sub-folders where standard content elements can be added and stored. It also allows the user to delete folders and content within the folders. To Manage Folders in the Library. Click on Modify Library button.. Highlight the root folder to create the folder.. Type in the Folder Name.. Check the box if you want to make this folder a Standard Questionnaire Folder. 5. Click Save button to save. 5 8

19 To Edit a Library Folder Contents. Expand the folder which contains the content you wish to edit.. Highlight the content element.. You can change the content by hovering over the content and click Edit. You can add new content by selecting Click here to add new content.. Click Save. To Edit a Library Folder Name. Highlight the folder that you want to modify.. Click Edit and modify the name.. Click Save. 9

20 Add Selected to Library. Hover over the box of the question that you wish to Add Selected to Library. An options bar is presented. To add to the library you can do one of the following: Click Select All to select all. Click the checkbox to select the element and Add Selected to Library. Click the Insert from library icon to add content from the library.. Click Add Selected to Library.. Navigate to the library folder where you want to add the content.. Click Add Questions. Preview PDF. To download a PDF, click Export. You can check your folder downloads from your local drive. 0

21 Other Options To access Other Options, follow the instructions below:. To delete content, select the content you want to delete and Click Delete Selected or click the [x] button in the toolbar.. Click Select All and Delete Selected to delete all. Creating a Questionnaire There are a number of options within the following two sections that can be used to build an online questionnaire: Document Formatting Question Formats Note that all questions that are added and saved can be edited at a later stage by hovering the mouse cursor over the specific question and selecting Edit. For each content element there are attributes which can be assigned to them, which cover both formatting and functionality. These attributes are displayed as a form, adjacent to the Content selection field. The fields displayed in this form section depend entirely on the selected content option. Overview The questionnaire document and content elements can be edited in two ways: By editing the individual content elements online. By exporting the questionnaire template and creating the questions off-line; importing them back into the system. To Edit a Content Element Online Select a content element that you want to edit and place the mouse cursor over that question. The system will display a box with options that will allow you to make changes to the question.

22 . Click Insert Below to insert new content below.. Click Edit to edit a content element. The toolbar icons include the following functional elements:. Show questions which enable this question feature allows for question to determine whether a linked question gets enabled. This is only available for question types with answer options and automated scoring.. The Copy Below feature will create a copy of the selected content element in the position below.. Insert from library displays a pop-up window allowing the user to insert questions from the standard questionnaire library. The questions will be inserted below the selected question. You can select a number of questions to be inserted from the library at once.. Drag this question up or down allows you to reposition the selected questions. 5. Move Up and Move Down buttons allow the question to be moved up or down one place at a time. 6. Delete this element allows you to delete. 7. Select Element allows you to select Use Click Here to Add New Content link to add new content.. Select a question format from the options listed in the drop-down list.

23 . Enter Question textin the free-form text entry field.. Determine the levels of indent. 5. Select whether the question is Numbered, Mandatory or if you need to Reset Numbering. 6. Assign a Score to an answer. 7. Add Columns. 8. Add, move or delete answer options (see below for details). 9. Add Attachments for suppliers to review as part of this question. 0. Check the box if you want the system to treat this as a Required Answer.. Allow suppliers to add Attachments to this question.. Save or Cancel progress You can add, move, delete answer options and table rows throughout the questionnaire creation process. You can perform these actions for either a single question or groups of questions using the below button bar: Add Answer / Add Row below Move Up or Move Down Delete Document Formatting To Add a Document Title The title is displayed across the whole width of the page. Note, if the author s name, date or any further details need to be added to the title, it is recommended to use a paragraph content type underneath the title to display these details.

24 Once the Click to Add New Content link is selected, follow the steps below to format a question:. From Type, select Title.. Type the title text in the Title Text field.. Click the Save or Cancel. To Insert a Header and Indent The three header options allow for three levels of header text format and automated numbering. The indent option spaces the text by two fixed character spacing per indent level. The system allows up to 0 levels and 0 character spaces. Use the Click to Add New Content link and follow the steps described below:. At the Type dropdown list, select Header, Header, or Header.. The header can be indented (two spaces per indent and up to ten indents can be used).. Type the header text in the Heading Text field.. Click the Save or Cancel. To Add a Label Use the Click to Add New Content link and follow the steps described below:. At the Type dropdown list, select Label.. The label can be bulleted or numbered with continuous numbering or to reset from one. This can be done by checking the appropriate checkboxes to the right of the screen.. Type in the label text at the Label Text field. It can be formatted for bold or italic text by clicking the appropriate icons displayed to the far right of the screen.. Click Save or Cancel.

25 To Add a Paragraph The function of the label and paragraph options are similar with the key difference being the ability to allow buyer attachments and supplier uploads in the paragraph type content. The paragraph content element also has a larger visible text entry field. Use the Click to Add New Content link and follow the steps described below:. At the Type question, select Paragraph.. The paragraph can be bulleted or numbered with continuous numbering or to reset from one. This can be done by checking the appropriate checkboxes to the right of the screen.. Enter the Paragraph Text.. Click the Save or Cancel. 5

26 The system also allows the use of the Rich Text Edit functionality. This functionality enables the customization of text including font, color, size, italics, underline, bulleted lists, and bold formatting. Paragraph Drop-Down - Supplier View: The drop-down list of available Attachment Type options applies to ALL files that the supplier attaches at this upload point. The maximum file size limit per content type is 8.0 MB. 6

27 To Add Attachment Upload Question The purpose of the Attachment Upload Question format is to request suppliers to upload attachments to the negotiation. This functionality is available for most of the available question types. The Attachment Upload is not linked to any other questions and can act as a simple document upload request. Use the Click to Add New Content link and follow the steps below:. From the Type dropdown list, select Question: Attachment Upload.. Suppliers can attach files as part of their response to this question. They can be restricted to a particular type of file or all files. Choose the appropriate option from the dropdown list.. The file size of supplier attachment can be restricted by selecting the required file size from the dropdown list.. Click Save or Cancel. To Add a Free Text Question The Free Text Response question format can be formatted to dictate the size of the response box. Use the Click to Add New Content link and follow the steps below:. From the Type drop-down list, select Question: Free Text.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered with continuous numbering or resetting from one.. The question can be made mandatory by selecting the Mandatory checkbox. 5. Enter the question text and format it accordingly using the formatting options displayed above the text box. 6. The size of the free text response can be restricted to a specified number of characters. If this applies to the question being added, then enter the character limit in the text box provided. 7

28 7. The area of the free text response can be restricted to a specified number of rows. If this applies to the question being added, then enter the number of rows in the text box provided. 8. Enter the score to be assigned to this question in the text box provided. 9. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 0. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. Choose the appropriate option from the dropdown list. The size of a supplier attachment can be restricted by selecting the file size from the options provided in the dropdown list. The attachment option can also be disabled.. Click Save or Cancel Note: The system supports the Rich Text Edit functionality to be used for this type of question. This enables the customization of text including font, color, size, italics, underline, bulleted lists, and bold formatting. 8

29 To Add a Drop-Down List Question The Drop-Down Question format will display the response options in a drop-down list. A single response can be selected. Use the Click to Add New Content link and follow the steps described below:. From the Type dropdown list, select Question: Dropdown.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or reset from one. The question can be made mandatory by selecting the Mandatory checkbox.. Enter the question text and format it accordingly using the format bar at the top of the text box. 5. Type in the first answer option for the drop-down list in the text box labelled Answer. A score can be assigned to the answer by entering the appropriate score in the score field. 6. Click the [+] icon to add a second drop-down list answer and continue the same process to add the number of answer options required. The answer fields can be moved up or down by clicking the up or down arrow icons accordingly. The answer field can be deleted by clicking the [X] icon. 7. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 8. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can be restricted by selecting the file size from the options provided in the dropdown list. The attachment option can also be disabled. 9. Click Save or Cancel. 9 To Add a Checkbox List Question 5 6 The Checkbox List Question format displays the response options as a list with check boxes. Single or multiple responses can be selected by suppliers. The responses can be displayed in columns if there are many response options or if you wish to group response options. Note: For a single option checkbox, please see the Single Check Box section described below in this guide

30 Use the Click to Add New Content link and follow the steps described below:. From the Type dropdown list, select Question: Checkbox.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or to reset from one. The question can be made mandatory by clicking the Mandatory checkbox.. Enter the question text. Use the format bar to add desired formatting. 5. A list of checkboxes may now be created. Firstly, specify the number of columns if a matrix of checkboxes is required, otherwise leave as the default of. 6. Enter the first (or only) checkbox option. A score can be assigned to this answer by entering the score into the score field. 7. Click the [+] icon to add more checkbox list answers. The checkbox row can be moved up or down through by clicking the up or down arrow icons accordingly. A checkbox row can be deleted by clicking the [X] icon. 8. A file can be attached to this question for the supplier to receive. To attach a file, browse for the file. Choose Upload. 9. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can be restricted by selecting the file size from the options provided in the dropdown list. The attachment option can also be disabled. 0. Click the Save or Cancel Check Box Question Type: Supplier View To Add a Radio Button Question 0

31 The Radio Button Question format is a variation of the check box type question. The difference being that there is only a single response allowed. The responses can be displayed in columns if there are many response options or if you wish to group response options. Use the Click to Add New Content link and follow the steps described below:. At the Type dropdown list, select Question: Radio Button.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or to reset from one. The question can be made mandatory by clicking the Mandatory checkbox.. Enter the question text, and format it accordingly using the format bar at the top of the text box. 5. A list of radio buttons may now be created. First, specify the number of columns if a matrix of radio buttons are required. Otherwise, leave the default of one. 6. Enter the first radio button answer option in the text box labelled Answer. A score can be assigned to this answer by entering the score into the score field. 7. Click the [+] icon to add a second radio button list answer and repeat as many times as needed. The radio button row can be moved up or down through by clicking the up or down arrow icons accordingly. A radio button row can be deleted by clicking the [X] icon. 8. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 9. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can be restricted by selecting the file size from the options provided in the dropdown list. The attachment option can also be disabled. 0. Click Save or Cancel Radio Button Question Type: Supplier View

32 To Add a Single Checkbox Question The Single Check Box question format allows the creation of a pass/fail type question. You can determine the Only pass if option if answer is left unchecked, checked or N/A (which does not require Only pass if criteria). Use the Click to Add New Content link and follow the steps below:. At the Type dropdown list, select Question: Single Checkbox. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or resetting from one. The question can be made mandatory by clicking the Mandatory checkbox.. Enter the question text.. A score can be assigned to this answer by entering the score into the box provided. 5. An option is available to assign the score only if a particular checkbox setting was provided (checked or unchecked). Leave the default of N/A if the Only pass if option is not applicable. 6. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 7. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file, or all files, or indeed this facility can be disallowed. Choose the appropriate option from the dropdown list provided. The size of a supplier attachment can be restricted by selecting the file size from the options provided in the dropdown list. The attachment option can also be disabled. 8. Click Save or Cancel Single Check Box: Supplier View To Add a Numeric Answer Question The Numeric Question format restricts the answer to a numeric format only.

33 Use the Click to Add New Content link and follow the steps below:. From the Type dropdown list, select Question: Numeric Answer.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or resetting from one. The question can be made mandatory by clicking the Mandatory checkbox.. Enter the question text and format it accordingly using the format bar at the top of the text box. 5. A score can be assigned to this answer by entering the score into the score field. 6. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 7. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file, or all files. The size of a supplier attachment can be restricted by selecting the file size from the options provided in the dropdown list. The attachment option can be disabled. 8. Click Save or Cancel Numerical Question: Suppliers View

34 To Add a Validated Data Question The Validated Data Question format can be incorporated into the negotiation. Data types such as VAT number, address, telephone number, postal code, etc. can be checked. On request, data types can be punched out to registrar of companies to check that the information that a supplier is providing is legitimate. Use the Click to Add New Content link and follow the steps below:. Select Question: Validated Data Type from the question type drop down list and the data type.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or to reset from one. The question can be made mandatory by clicking the Mandatory checkbox.. Enter the question text and format it using the format bar at the top of the text box. 5. A score can be assigned to this answer by entering the score into the score field. 6. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 7. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can also be restricted by selecting the file size from the available options. The attachment option can also be disabled. 8. Click Save or Cancel To Add a Date Answer Type Question The Date Question format allows a date response to be selected for the day, month and year. This can be selected from a calendar display or typed in the following format DD/MM/YYYY.

35 Use the Click to Add New Content link and follow the steps below:. Select Question: Date Answer from the question type drop down list.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered with continuous numbering or reset from one by checking the appropriate checkboxes to the right of the screen. The question can be made mandatory by clicking the Mandatory box which is also displayed to the right of the screen.. Enter the question text and format it using the format bar at the top of the text box. 5. A score can be assigned to this answer by entering the score into the score field. 6. A file can be attached to this type of question for suppliers to view. To attach a file, browse to locate the file. Choose Upload. 7. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can also be restricted by selecting the file size from the available options. The attachment option can also be disabled. 8. Click Save or Cancel Date Question: Suppliers View To Create a Matrix The Matrix question format can be used to display information, as well as collate responses in a tabular format. The table is created of a user defined matrix of cells that can have assigned attributes: Hidden: Only visible to the buyer 5

36 Read Only: Visible to suppliers Answerable: Suppliers can enter a response Cell formats available: Blank: Blank cell Decimal: Decimal number format Text: Alpha numeric Whole Number: Integer number format Use the Click to Add New Content link and follow the steps below:. From the Type dropdown list, select Question: Matrix.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or reset from one. Enter the matrix name. To format, use the format icon (far right of the screen).. Click Add Row or Add Column. Repeat row and column additions. 5. To set cell attributes, check the boxes of the cells you wish to set or click Select All. 6. Select cell attributes to be applied and click Apply Selected. Repeat until all cells are assigned the required attributes. The Invert Selected button will toggle the cell check boxes between checked and unchecked. 6

37 7. Click Save or Cancel Row and Column Selection To change the cell types within a matrix question, you can select rows or columns and apply the data type/visibility change to the entire row or column rather than individual cells. This allows users to quickly create large, complex matrix questions. Users can also select the entire row or column and uncheck relevant cells that do not require the cell type/change to be applied. To Upload Matrix Content This feature allows matrix questions to be created from an Excel template. Large matrices can be populated via an Excel spreadsheet upload, speeding up the creation of large data sets.. Create matrix header and click Upload Content.. Download the Excel template (which gets automatically generated from the matrix that has been saved).. Import content into the Upload Template spreadsheet and Save. Browse and locate the saved spreadsheet on your local drive. Click Import Content to upload the matrix. 7

38 8

39 To Create a Question Tag The Question Tags format makes use of the tags taxonomy structure that are client specific and client managed. This can allow the supplier to self-select tags that apply to them. This can be a category or categories of products and services, country of origin, geographical coverage, etc. Use the Click to Add New content link and follow the steps below:. Select Question: Tags from the question type drop down list.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The question can be numbered, with continuous numbering or resetting from one. The question can be made mandatory by clicking the Mandatory checkbox.. Enter the tag name and format it accordingly using the format bar at the top of the text box. 5. A score can be assigned to this answer by entering the score into the score field. 6. Click Save or Cancel. 5 6 Tags Question: Suppliers View 9

40 To Add a URL. To add an active URL link, click Click Here to Add New Content.. From the Type dropdown list and select the URL option.. The URL can be numbered, or to reset from one. This can be completed by checking the appropriate checkboxes displayed to the right of the screen.. Enter the URL name as you want it to be displayed on the page in the first box. 5. Specify the actual URL address in the second box. 6. Click Save or Cancel. 6 5 To Insert a Table A Table can be created as part of the negotiation document with the purpose of displaying information to the suppliers. A default table contains two columns and single row, not including the column titles. A required number of columns and rows can be added. Use the Click to Add New Content link and follow the steps below:. Select Table from the question type drop down list.. Enter the table title in the Table Title field.. The first row of boxes below the table title are the column headers. Enter the column header names into these boxes, click Add Column to add additional columns.. The second row of boxes represent data rows. Enter the appropriate data into the boxes according to the column header specified in the previous step. Click the [+] icon to add another row. 5. The rows can be moved up or down by clicking the up or down arrow icons accordingly. A row of data can be deleted by clicking the [x] icon. 6. Click Save or Cancel. Table: PDF view 0

41 To Add a Page Break Page Breaks can be inserted within a questionnaire document. The combination of title and page break content types allows for the creation of a cover page when a document gets converted to the PDF file format. Use the Click to Add New Content link and follow the steps below:. Select Page Break from the question type drop down list.. Click Save to confirm the page break. Click Cancel to cancel the creation of the page break. To Insert a Page Start Selecting a Page Start allows the questionnaire to be organized by tabs which can make it easier for suppliers to navigate through the negotiation document. Use the Click to Add New Content link and follow the steps below:. Select Page Start from the question type drop down list.. Enter the Tab Name which effectively names the questionnaire page start.. Click Save to confirm the page start. Click Cancel to cancel this action. Note: When using pages, it is expected that the first page will be a cover page. This page should be assigned the number 0. Page then starts with the second tab, page with the third tab, et cetera (adding as many pages as required). To Create a Section The purpose of using Section Type content within the negotiation is to organize questions into sections with the option of assigning weighting to the sections. This not only facilitates the ease of use for both internal users and suppliers, but also incorporates the evaluation criteria. For example, you can create a number of Financial, Operational, Environmental, CSR or any other type of questions and organize them so they appear in their dedicated sections. You can assign weighting for each of the sections (e.g. Financial 0%, Operational 0%, Environmental 0% and CSR 0%) that amounts to the overall evaluation criteria. The total value of the weighting percentage for all sections should add up to 00%. Use the Click to Add New Content link and follow the steps below:

42 . Select Section in the question type drop down list.. Type in the section name at the Section Name field.. Each section can have a weighting assigned to it (which is optional). If weighting is used, enter the percentage of the overall evaluation criteria that the section amounts to in the Weighting box.. Click Save or Cancel. Note: The section heading with weighting percentage will not be displayed to suppliers.

43 To Add a Product List for a Supplier s Price Response A Product List will display all standalone lines created in the Lines tab. These can be information and price fields. A manual score can be assigned to a product list type question. Use the Click to Add New Content link and follow the steps below:. Select Product List from the question type drop down list.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The product list can be numbered or reset from one.. Enter the product list name. You can format it using the format icon on the far right of the screen. In this instance the list is not created from the question type. Instead, it enables the lines, groups or lots that have already been added to the Lines tab to be displayed to suppliers. 5. A score can be assigned to the whole product list by entering the score into the score field. 6. A file can be attached to this question for suppliers to view. To attach a file, browse to locate the file on your local drive and select Upload. 7. Suppliers can also attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can be restricted by selecting the file size from the dropdown list provided. The attachments option can also be disabled. 8. Click Save or Cancel To Add a Product List by Columns for a Supplier s Price Response A Product list by Columns will display default and user defined columns to suppliers; dependent on their attribute settings determined for Lines, Groups and Lots. Use the Click to Add New Content link and follow the steps below:. Select Product List by Column type question from the drop-down list.. The question can be indented by using two spaces per indent. Up to ten indents can be used.. The product list can be numbered, with continuous numbering reset from one. This can be completed by checking the appropriate checkboxes displayed to the right of the screen.. Enter the product list name. You can format it using the format icon on the far right of the screen.

44 5. A maximum score can be assigned to the whole product list by entering the score into the score field. 6. A custom list can be built from this collection of column names by selecting the column name required to be displayed to suppliers and clicking Add. The selected column name will then be moved into the box on the right-hand side indicating that that column has been added for supplier view. To remove the column from the supplier view, select the column and click Remove. 7. The result of the above two steps is to create a list of column names in the right-hand side box. These columns will appear from left to right in the Lines grid when displayed to suppliers. To change the sequence of the left-to-right display of the list contents, select the column name that needs to be moved, then click either the Left of Right button to change the position of the columns. 8. A file can be attached to this question for supplier view. To attach a file, browse for the file on your local drive and upload it. 9. Suppliers can attach files as part of their response to this question, but they can be restricted to a particular type of file. The size of a supplier attachment can be restricted by selecting the file size from the available options in the drop-down list. The attachment option can also be disabled. 0. Click Save or Cancel Templates Tab Secure Source-to-Pay has built in templates that allow users to format the text into an HTML . Tags and system data fields can be added to the text to automatically apply system, negotiation and user specific information. The Templates tab contains a list of the negotiation specific templates. There are two options available for each template: Import: Import template Edit: Edit template To Edit a Template. Access the Templates tab. Click Edit next to the template you want to personalize.

45 . Make the required changes to the template.. To revert to the original format, click Revert.. Click Save As to save changes. 5. Type in the Name of the amended template and click Save. 5 To Modify or Delete the Edited Template. Access the Templates tab. Click Edit next to the template you want to personalize. Make changes in the body of the template.. Click Revert to revert back to the previous version.. Click Save As to save under the same name or to rename.. Click Back to exit the Template Editor. 5

46 Suppliers Tab The Suppliers tab allows the selection or addition of supplier contacts to send the erfx to. These can be selected from currently registered suppliers, contacts or a free entry of a supplier s name and contact address. Single or multiple supplier users can be selected to participate in the event. Available suppliers are listed in an alphabetical order on the left-hand side menu; the number of suppliers displayed is controlled by the Items Per Page drop-down. To Add Suppliers to a Negotiation. Use the Search By search box to search for a supplier by Name, Contact Name, Tag or Category. Secure Source-to-Pay uses predictive text so typing in the initials will narrow down the selection.. To select a supplier user, click Select.. Click Remove next to a supplier to remove them from the selected suppliers list. Team Tab The Team tab allows team members to be assigned to the event and have a specific role and permission assigned within that event. 6

47 To Edit a Team Member s Role. Click Edit next to the team member that you want to edit.. Select the Scoring option from the dropdown list.. Click Update to update.. To remove the team member from having access to or visibility of the negotiation, click Remove. To Add a Team Member. Click Add Team Member.. Select team member from the Name drop-down list.. Select the Responsibility you want that team member to have for the particular event. Note: The role selected defines the user s permissions for the specific negotiation (and folder or project).. Click Add. 7

48 Reminders Tab The Reminders tab enables the user to set automated alerts to suppliers and team members invited to the negotiation. Alerts are notification set to team and supplier users based on date parameters. Add Alert The Alerts types available are: Single Buyer Event Team All Suppliers Contacts Invited Supplier Contacts To Set an Alert. Click Add Alert.. Type in Title, Message, Notes. Select Trigger Type, Anniversary, Trigger, Offset, Reminder repeat, Reminder Interval and Dispatch Time fields.. Select Recipients from the drop-down. 8

49 . Click Save. To Edit an Alert. Click Edit next to Alert.. Modify required information.. Click Save. Communication Tab Messaging allows users to exchange messages with suppliers and internal stakeholders. Messaging is active for published and closed negotiations. For a supplier to be able to view the message they must have access to that negotiation. Users are notified of the new message via an automated to their registered user account and should log on to the system to view the message. The Communication tab, visible to all users, allows for a more structured and transparent process of managing all communication relating to the negotiation. 9

50 When a buyer receives a message from a supplier, they can opt to respond directly to supplier or via a clarification response which enables all suppliers to view the response. Alternatively, a new clarification can be created and published. Upon publishing the clarification item, all suppliers receive an auto generated notification that alerts them of the new clarification item. Notifications are also displayed on the dashboard so suppliers can get a summary of the clarifications that are pending review. To Send a Message. To send a new message, click New Message.. Select From and To.. Type the Subject and Message content.. If you want to attach a file to your message, click Browse to add an attachment. 5. Click Send Message or Discard. 5 All communication is stored on the system. You can review your Received and Sent Messages at any time. 50

51 To Send a Clarification. Click Clarifications and Add Clarification.. Type Title, Issue and Clarification.. If you want to attach a file to your clarification, click on Add Attachments, browse and upload the file.. Click Save. 5

52 To Edit or Delete a Clarification. Click on the Clarification tab.. Click Edit or Delete.. Update the required information and click Save. Monitoring Tab The Negotiation Monitoring tab allows users to track the negotiation progress and supplier performance relative to the negotiation. The monitoring display options showing the negotiation progress and completion per supplier are: Company Name. Total Score as a percentage. Number of marks received out of the total marks available. PASS or OUT status based on the overall pass percentage set in the Header tab. Responded indictes if the supplier submitted a response. Unanswered mandatory questions displays a number of mandatory questions which the supplier has not provided a response to. 5

53 PDF allows you to view the supplier s response in PDF format. Scoring allows you to view the supplier s responses with the ability to assign manual scores to supplier responses. Score Matrix allows you to view the matrix scores. Export RFx Data allows you to export supplier responses to an Excel spreadsheet. Search provides the ability to search for a specific supplier. Set View filters results based on set criteria by clicking on the header name (e.g Responded, Score, et cetera). RFx Results Export Options: Export RFx Data to Excel displays responses by question by supplier. Download All Responses allows all responses and attachments per supplier to a zip folder to be downloaded. Analysis Tab The Analysis tab functionality displays the erfx responses that have defined responses. For example, multichoice questions (single answer or multiple answers) or by scores (can accommodate free responses that require marking). Where questions scores and section weightings have been applied, the analysis tab enables users to drill down into the comparative analysis of supplier responses and view it in a graphical or tabular format. Analysis Display Options are as follows: Suppliers filtered by: All (No filter), Responded, Passed. Analysis based on: Sections or Header. Values based on: Scores or Weighted scores. 5

54 Chart size: None, Small, Medium, Large. Area style: Polygon, Circle. Labels: Horizontal, Circular, Radial. Scale: Dynamic, Percentage, Value. Viewing scope: By Supplier, Selected Suppliers or All Suppliers. Analysis results can be downloaded either: By event: Excel download of all results and graphics. By response: Excel download of the selected supplier responses and graphics. Audit Tab Audit provides an audit trail of all significant activity within the negotiation from its creation through to its completion. Audit records both buyer and supplier activities, facilitating sourcing process transparency. The system captures activities, responsible participant s names and provides date and time stamps of their activities.. Search the records using free text or calendar dates.. The journal can be exported by clicking on the Export Journal button. Publish Tab The Publish tab allows users to publish events (also known as a negotiation). If the negotiation is not published, it will not be available to suppliers to view or respond to. From the Events tab, you will be able to view all events that are in draft form. These drafts cannot be viewed by suppliers until they have been published. 5

55 To access all negotiations for a project, you will need to access the project that the negotiation is associated with. Projects can be accessed from the Top Level Folder. To access negotiations for a project, click the Project Name. A list of all created negotiations will appear. If the negotiation has not been published, the status will indicate that it is in draft form. 55

56 To Publish a Negotiation To publish a negotiation complete the following steps:. Click the negotiation name that you want to publish.. Select the Publish tab. Note: You will need to assign suppliers to the negotiation you are publishing. If you do not assign supplier(s) to the negotiation, they will not be able to view or respond to it. Please reference the Suppliers Tab section of this document for assistance with adding suppliers to a negotiation. To Create. After selecting the Publish tab, click Publish. Note: Once a negotiation has been published, the ability to import from the Questionnaire and Lines tab will be disabled. Any amendment made after a negotiation is published is applied immediately and will affect a supplier s response.. You will receive a notification confirming that you want to publish the negotiation. 56

57 After selecting okay, your negotiation will be available for suppliers to view and respond to. The Publish tab will no longer be viewable. You can view the status of your negotiation from the Events tab. The supplier(s) will receive an notification alerting them that they have been invited to respond to a negotiation. To Send a Negotiation for Review Send for Review allows the Negotiation Creator to send the negotiation to a Project Owner for review and approval. The Project Owner is then responsible for approving or rejecting the negotiation. If rejected, the negotiation will be routed back to the Negotiation Creator. You can access Send for Review from the Events tab or the Publish tab. 57

58 After selecting Send for Review, you will receive a notification confirming that you want to send for review. Click OK. The event will be sent for review. From the Publish tab, you will see message alerting you that the event was sent for review. If sending for review from the Events tab, the status of the negotiation will change to Waiting for Review. The Project Owner will receive an notification alerting them that they need to review a negotiation. 58